Automatic Sending of Sales Invoices : Netvisor

This guide will help you learn how to enable and manage the automatic sending of sales invoices. The guide includes setting up the settings, understanding the operation of automatic sending, monitoring error notifications, and removing automatic sending.

Enabling the service

You can open the view by selecting Sales > Settings > Billing settings > Automatic sending.

The settings for automatic sending of sales invoices define how the created invoices are sent automatically and which sending channels are included in the automatic sending. After enabling, automatic sending only applies to newly created invoices. Individual unsent invoices created before enabling can be set for automatic sending on an invoice-by-invoice basis from the invoice. Automatic sending also sends credit notes.

Proceed as follows when you enable the service:

Open the automatic sending settings from Sales > Settings > Billing settings > Automatic sending.
Select how the created invoices are sent automatically.
Select which sending channels are included in the automatic sending.
Define the email address and/or phone number to which a message is sent in case automatic sending fails.
Finally, save the settings by selecting the Enable button.

Automatically send invoices whose source is

In the settings, you select from which sources the invoices are sent automatically:

Contractual invoicing: Invoices created through the contractual invoicing function. Instructions for contractual invoicing can be found here.
Invoices created by the user in Netvisor: Sales invoices manually created by the user.
Invoices rebilled from purchase invoices: Invoices using the accounting office’s rebilling. Instructions for this can be found here.
Invoices created through the software interface: Invoices that have arrived through the interface from another program.

Use only the following invoice channels

In the settings, you select which invoice channels automatic sending uses. Proceed as follows:

Select whether to use the channel E-invoice sent to company or consumer. This means that invoices are sent automatically only if the customer has an e-invoice address and the address details are fully entered. For consumer customers, consumer e-invoicing must be enabled, and the customer must select this company in their online bank so that consumer e-invoices can be sent.
Select whether to use the channel Email invoice. Email invoice requires an email address for the customer.
Select whether to use the channel Printing service. Printing service means pdf eLetter sending, where the invoice is sent electronically from Netvisor, but the customer receives it as a letter.

If the invoice sending channel is not selected in the automatic sending settings, the automatic sending is bypassed by the system automatically. In this case, the invoice is not sent automatically at all. We recommend keeping each invoice channel on. This way, the e-invoice sending is attempted first, then email, and finally the printing service. If, for example, email is removed, the e-invoice is attempted first, but the sending stops there when the next sending method is not selected. In this case, the invoice is not attempted to be sent through the printing service either.

Sending time: If the option "Send invoices based on invoice date" is used, invoices can be created/imported earlier and the sending can be automated for the invoice date. Invoices are then sent immediately at the turn of the day. For example, if the invoice date is 10.3., the invoice is sent on 10.3. around 00:05 and continues from there.

Once the service is enabled, the invoices selected for the service are sent forward automatically. Factoring notifications are also sent automatically. If consumer e-invoicing and direct payments are in use, both "E-invoice sent to company or consumer" and "Printing service" must be enabled for the direct payment advance notification to be sent automatically. Automatic sending starts at the turn of the day following the creation of the invoice around 00:05 and continues from there until all invoices added to the process have been sent and errors have been reported to the user. For example, an invoice created today at 13:00 is included in the process starting at night on the following day.

Automatic sending only works for unsent invoices. If invoices are imported through the software interface and this option is selected, invoices must be imported in unsent status. Automatic sending also sends new unsent invoices imported with a retroactive date. For example, if invoices are imported on 6.2. with an invoice date of 3.2., they are sent with automatic sending.

Automatic sending notifications

All actions taken by automation and information about errors are visible in open sales invoices and on the sales invoice itself. It is easy for the user to see which invoices have been successfully sent through automatic sending and which have not.

The user sees a more detailed explanation by hovering the mouse over the "Automatic sending bypassed" notification:

If the automatic sending of the invoice results in an error, the user sees a more detailed error notification by hovering the mouse over the "Automatic sending failed" notification:

If automatic sending is bypassed or sending fails, invoices are no longer attempted to be sent again by the system, and the user must send the invoices manually after any corrections.

Removing automatic sending from the invoice

If automatic sending is to be removed on an invoice-by-invoice basis, edit the automatic sending from the top of the sales invoice under "Automatic billing."

The invoice will not be sent using the automatic sending function after this, and the sending must be done manually.

Frequently asked questions

Question: Where do I enable automatic sending of sales invoices?
Answer: Enable automatic sending by selecting Sales > Settings > Billing settings > Automatic sending, defining the sending methods, invoice channels and notification addresses, and finally selecting Enable.

Question: Which invoices does automatic sending send?
Answer: Automatic sending sends unsent sales invoices and credit notes from the selected sources that are included in automatic sending, as well as unsent invoices imported with a retroactive date.

Question: What happens if the invoice sending channel is not selected in the automatic sending settings?
Answer: If the invoice sending channel is not selected in the automatic sending settings, automatic sending is bypassed, the invoice is not sent automatically, and the system shows the notification "Automatic sending bypassed".

Question: How can I see why automatic sending failed or was bypassed?
Answer: You can see a more detailed explanation by hovering the mouse over the "Automatic sending bypassed" or "Automatic sending failed" notification shown on the sales invoice.

Question: Does the system resend the invoice if automatic sending fails?
Answer: The system does not attempt to resend the invoice automatically if automatic sending is bypassed or fails. The user must send the invoice manually after any corrections.

Question: How do I remove automatic sending from an individual invoice?
Answer: Remove automatic sending on an invoice-by-invoice basis by editing the "Automatic billing" field at the top of the sales invoice. After this, the invoice is sent only manually.

Keywords: sales invoice, automatic sending, billing settings, error notification, manual sending.

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.

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